The Data Controller
The Data Controller is Durham Regatta. ICO reference Z2723635.
Durham Regatta is a company limited by guarantee. Registered in England No. 07479131.
Overview
Durham Regatta organizes the annual Durham Regatta held on the River Wear. Durham Regatta also promotes and supports rowing on the River Wear, mainly in Durham.
Types of personal data collected and held by Durham Regatta and method of collection
As a member of Durham Regatta some of the personal data that is held about you is maintained in the database. This personal data will have been collected from you as part of your membership application and may include: Your name, title, home address, email address and telephone numbers.
As a client of Durham Regatta some of the personal data Durham Regatta holds about you is provided by you during your transactions with us (for example: application for entry to the Regatta, payment of entry fees, sponsorship, website activity, payment of invoices, sponsorship contributions). This data may include: Your name, contact details, Bank account number, name and sort code; Payment amount, purpose, date and method of payment including cheque numbers or payment references; updates to your contact details; Record of verbal or email conversations or meetings. At no point does Durham Regatta, its officers, employees or volunteers, store payment card details if you pay by payment card.
Some of the data Durham Regatta holds about you is provided by you in response to calls for volunteer opportunities, namely: Your name; contact details and volunteer activity. Durham Regatta may hold personal data that has been created by Durham Regatta from other personal data that we already hold (for example: title, name, address, postcode).
As a contractor to Durham Regatta the personal data Durham Regatta holds about you is provided by you during our transactions with you. These data may include: Your name, address and preferred contact details; Payment amount, purpose, date and method of payment and Updates to your contact details (if provided);
As a guest or invitee of the regatta, the personal data that Durham Regatta holds about you are provided by you or are derived from publicly available sources. These data may include: Your name, address and preferred contact details.
As an applicant for or beneficiary of the Regatta’s grant system, the personal data Durham Regatta holds about you is provided by you during the application process. These data may include: Your name, address and preferred contact details.
Storing Personal data
Personal data of members are stored by Durham Regatta in spreadsheets, lists and databases saved on the computers and servers used by Durham Regatta. Access to personal data is restricted to those officers of the Regatta who have a requirement to maintain membership records, deal with welfare issues, manage volunteering activity and manage events. Access to the membership spreadsheet is controlled through password protection.
Personal data of volunteers, contractors, guests and grant applicants are stored by Durham Regatta in spreadsheets, lists and databases saved on the computers and servers used by Durham Regatta.
How personal data are processed by Durham Regatta
Personal data are processed by Durham Regatta to: Manage events; Recruit and manage members, volunteers, sponsors, and guests; Make sponsorship and fundraising appeals by email or direct mail; Manage the grants system.
With whom Durham Regatta shares personal data
Personal data will be shared with third party organisations where required to do so by law and in a limited number of further instances. Durham Regatta may share personal data with third party organisations which carry out contracts or obligations on behalf of the Regatta, such as British Rowing’s competition entry system. Durham Regatta will only share personal data that are relevant and proportionate. When Durham Regatta shares personal data as detailed above, we ensure that security is maintained, in line with best practices advised by British Rowing. Entrants to the regatta should be aware that entries into events may become a matter of public record.
Durham Regatta will not sell personal data to third parties.
How long personal data are held by Durham Regatta
Durham Regatta membership continues until the member resigns or dies. Personal details of former members will normally be retained for one further year. Durham Regatta retains the personal data of contractors, sponsors, guests and volunteers only as long as is necessary: In the case financial records, such as invoices, until the end of the statutory requirements;
Durham Regatta is a historic event dating from at least 1834. Durham Regatta’s records of entrants, winners of events, minute books and archives are of significance to historical and other research. Consequently Durham Regatta will seek to retain some personal data, such as names and details of entrants, winners of events, sponsors of trophies and of regatta officials, indefinitely.
How to object to Durham Regatta processing your personal data
Individuals have the right to object to Durham Regatta processing their personal data for any or all of the purposes set out in this Privacy Notice at any time. To exercise this right, please contact the Secretary of Durham Regatta . giving clear details of the processing activities and/or types of personal data to which your objection applies.
Visitors to our website
When someone visits durham-regatta.org.uk and related regatta websites we may use a third party service, such as Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google or others to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Use of cookies by Durham Regatta
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Links to other websites
This Privacy Notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this Privacy Notice
We keep our Privacy Notice under regular review. This Privacy Notice was last updated on 31 May 2018.
Further Information
If you have any questions which you feel have not been covered by this Privacy Notice, please do not hesitate to email us at secretary@durham-regatta.org.uk or write to us at: Secretary, Durham Regatta, City Boathouse, Green Lane, Durham DH1 3JU.
Website: durham-regatta.org.uk